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081004 PK MINCITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING CITY HALL TUESDAY, AUGUST 10, 2004 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Davis called the meeting to order at 7:00 P.M. Roll Call Present: Chair Davis; Commissioners Farmok, Gilbertson, Meyer, Westerlund, and Young; Council Liaison Zerby; and Engineer Brown Absent: Commissioner Wagner B. Review Agenda Westerlund moved, Gilbertson seconded, Approving the August 10, 2004, Park Commission Agenda as presented. Motion passed 6/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of July 13, 2004 Farniok moved, Meyer seconded, Approving the Park Commission Meeting Minutes of July 13, 2004, as amended, on Page 6, Item 8, Paragraph 2, change "Westerlund asked where the additional" to "Discussion proceeded regarding the additional." Motion passed 6/0. B. Park Commission Work Session Meeting Minutes of July 27, 2004 Westerlund moved, Farniok seconded, Approving the Park Commission Work Session Meeting Minutes of July 27, 2004, as presented. Motion passed 6/0. 3. MATTERS FROM THE FLOOR There were no matters from the floor presented this evening. 4. REPORTS A. Report on City Council Meeting of August 9, 2004 Engineer Brown reported on matters considered and actions taken at the August 9, 2004, Regular City Council Meeting (as detailed in the minutes of that meeting). B. Community Rec. Resources Second Quarter Report Engineer Brown stated Community Rec. Resources continued to provide excellent Park Coordinator services to the City during recent months, and noted efforts of this firm provided a savings to the City in staff time. He then introduced Sally Keefe, of Community Rec. Resources, the City's consultant providing Park Coordinator services. Ms. Keefe stated she was present this evening to report on the second quarter activities taking place in the City parks. Ms. Keefe stated inclement weather in the spring had afforded opportunities for increased communication with the sports organizations utilizing the City parks. PARK COMMISSION MEETING MINUTES August 10, 2004 Page 2 of 9 She also stated CRR would be working with City Staff to enhance field cancellation procedures as well as documentation retrieval processes prior to the Spring Information meeting with sports organization representatives. She went on to state increased monitoring of the City parks had provided many unique insights in field use, and noted the concession stand at Eddy Station appeared to be successful and received well by park users. The Commission provided suggestions regarding additional lead time for the Spring informational meeting as well as providing an incentive for full documentation provided to the City by deadline. A brief discussion was held regarding the options for allowing a representative from one sports organization to turn in documentation from another representative of a different sports organization. Engineer Brown explained it was imperative one person represented each sports organization utilizing the City parks to provide continuity of contact, communication, and consistency in working with the sports organizations throughout each sporting season. Chair Davis thanked Ms. Keefe and Community Rec. Resources for its efforts and report of the second quarter activities within the City parks. 5. SOUTH TONKA LITTLE LEAGUE PROPOSAL FOR FIELD IMPROVEMENTS TO FREEMAN PARK Tim Beduhn, of South Tonka Little League (STLL), thanked the Commission for allowing his request to be part of the Park Commission Agenda this evening. He stated STLL was very proud of the efforts made toward working with the City to continue to make the playing fields an exceptional park space. He also stated he wished to thank Community Rec. Resources for efforts made toward providing and maintaining clear communication channels in working with the City. He stated there remained three areas of improvement with regard to the fields STLL utilized each year in City parks, and STLL was willing to fund the improvements should they be allowed to proceed. First, he explained STLL would like to replace the existing scoreboard behind Field # 1 at Freeman Park. Also, he stated STLL would like to utilize Astroturf on the floor of the batting cages between Fields 1 and 2. He went on to explain these cages were in need of updating and were unusable in rainy weather. He stated he had contacted representatives from the University of Minnesota regarding placement of turf and he anticipated no major problems with the turf in the cages since obtaining that information. Various Commissioners requested clarification on plans for the batting cages related to turf specifics. Engineer Brown stated he had previously been concerned with the ag lime process of construction moving or breaking down over time. To that end, he stated he would appreciate it if the concrete would be placed approximately two inches outside the batting cages as a foundation, as it provided a solid area on which the turf could rest, and would also mitigate unsightly weed maintenance issues in those areas. In response to Commissioner Westerlund's question, Mr. Beduhn responded, STLL would be responsible for the long-term maintenance of these cages and turf, and he too, was quite proud of the park and wished to keep it looking nice for all parties concerned. Engineer Brown requested the first two batting cages be constructed prior to a third cage being requested by STLL. This third cage could be reviewed and redone once successful construction and implementation had been found with the first two cages. Discussion ensued regarding the appropriate consideration of the scoreboard issue as it related to the Donor Policy appearing later in the evening's Agenda. PARK COMMISSION MEETING MINUTES August 10, 2004 Page 3 of 9 Farniok moved, Meyer seconded, Accepting the Request for Field Improvements to Freeman Park, including the replacement of the Scoreboard, subject to Staff recommendations for consistency with signage, and placement of concrete and Astroturf. Discussion again ensued regarding appropriate verbiage to be placed on the scoreboard given the implications for potential guidelines found in the Donor Policy to be considered later in the evening's Agenda. Farniok withdrew the motion. Engineer Brown departed the meeting at 8:00 P.M., and returned at 8:02 P.M. Engineer Brown stated he had recently spoken with Planning Director Nielsen who had explained the scoreboard would require action by Council for a sign permit. For this reason, he stated no action was required of the Park Commission at this time. Engineer Brown directed Mr. Beduhn to provide specific plan dimensions and other planning elements necessary for application for a sign permit. Mr. Beduhn stated his third request included plans for "skinning" the STLL infields, noting they were becoming a safety hazard for park users due to the uneven playing service. Young moved, Westerlund seconded, Recommending Approval of Construction of the Batting Cages at Freeman Park, subject to Staff recommendations. Motion passed 6/0. Farniok moved, Young seconded, Recommending Approval of Infield Repairs to the South Tonka Little League fields, subject to Staff Recommendations. Motion passed 6/0. 6. FREEMAN PARK PLAZA PLAN FOR LANDSCAPE AND PICNIC TABLES Ken Dallman and Gordon Lindstrom, of the Shorewood Park Foundation, presented conceptual plans to the Commission for the Freeman Park Plaza project. Mr. Dallman stated he had simply had the drawings redone to show the donor recognition plaque and trees as directed by the Commission at the most recent Park Commission meeting. Discussion ensued regarding the specific details to have been placed in the plan prior to this evening's meeting. Engineer Brown explained, despite the best of intentions by all parties concerned, additional details were warranted prior to consideration by the Commission and Council, as a conceptual drawing did not provide sufficient permanent historical record of the project. Engineer Brown explained a scaled architectural drawing depicting the following elements was needed prior to further consideration by the Commission and Council. He stated the plan must include: 1. trail location and width 2. tree plantings, including type of tree, and exact location 3. width, stamped pattern, and color of border around the plaza 4. materials of cross section of concrete pad 5. detail of furniture to be installed 6. detailed size, and materials of plaque, including construction materials and exact location of marker and plaque PARK COMMISSION MEETING MINUTES August 10, 2004 Page 4 of 9 Mr. Dallman and Mr. Lindstrom expressed concern for expediting the process so that construction could take place this fall in response to enthusiasm and momentum for the donation of the project by the donor's family. The Commission agreed, should plans be returned to City Staff as indicated by Mr. Dallman, a meeting could be held on Monday, August 16, 2004, and if need be an alternate date of August 30, 2004, would be designated to accommodate the requests of the Park Foundation. Additionally, Engineer Brown stated City Staff would provide a site plan drawing to be utilized by the Park Foundation for enhancement of the requested elements to the site plan. Discussion ensued regarding the best method of communication and impacts to the meeting regulations in order to accommodate the tight timeline being considered. Engineer Brown stated once plans were received from Park Foundation members, including requested elements, Staff would communicate the next available meeting date to the Commission. Chair Davis recessed the meeting at 9:10 P.M. and reconvened the meeting at 9:20 P.M. 7. REVIEW AND APPROVE REVISIONS TO POLICIES AND PROCEDURES FOR RECOGNIZING DONATIONS TO THE PARKS Chair Davis explained this was a second draft of the Donor Policy being designed to recognize donations to the parks. The Commission reviewed the draft policy and made revisions to the document. Westerlund moved, Gilbertson seconded, Directing Staff to provide an updated Donor Policy to include an Item H under Donor and Donations, listing Items to be Excluded from the Donor Policy, such as scoreboards, minor signage, etc. and splitting Item E to 1 and 2 for delivery and installation of the item. Motion passed 6/0. A detailed revised copy of the Donor Policy, minus the elements contained in the motion above, is attached to these minutes for further consideration and review. Young moved, Gilbertson seconded, Recommending Approval of Construction of a Scoreboard by South Tonka Little League, as proposed on August 10, 2004. Commissioner Meyer stated she would not support this motion as she believed it set precedent for allowing sponsorship in the City parks. Commissioner Young stated there existed ample evidence in the world that funds or volunteer hours could not be secured with a simple thank you and without recognition of some form. Motion passed 4/2, with Davis and Meyer dissenting. Engineer Brown stated these items recommended for approval this evening would be placed on the August 23, 2004, Regular City Council Meeting Agenda. He also stated, given the lateness of the hour, it might be prudent to continue the remaining items on the Agenda for this meeting to the September 13, 2004, Park Commission Meeting. Gilbertson moved, Young seconded, Continuing Items 8-10 on this Agenda to the September 13, 2004, Park Commission Meeting Agenda. Motion passed 6/0. PARK COMMISSION MEETING MINUTES August 10, 2004 Page 5 of 9 8. DISCUSS GOALS, PRIORITIES AND WORK PROGRAM 9. DETERMINE INVOLVEMENT WITH MN REC AND THE COMMISSION DEVELOPMENT PROGRAM 10. DISCUSS SIGNS FOR THE PARK 11. DETERMINE PARK LIAISON FOR SEPTEMBER Chair Davis stated she would be the Park Commission Liaison to the Council at the August 23, 2004, Regular City Council Meeting, in the absence of Commissioner Westerlund. 12. NEW BUSINESS No new business was presented at this time. 13. ADJOURN Westerlund moved, Gilbertson seconded, Adjourning the August 10, 2004, Park Commission Meeting at 11:25 P.M. Motion passed 6/0. RESPECTFULLY SUBMITTED, Sally Keefe, Recording Secretary Woody Love, Mayor Craig W. Dawson, City Administrator PARK COMMISSION MEETING MINUTES August 10, 2004 Page 6 of 9 DONOR POLICY 1. DONOR RECOGNITION The City of Shorewood seeks to recognize donors who wish to support the City's park system through distinguished effort or substantial gift. This policy determines procedures, for a fixed period or indefinitely, for recognizing donated amenities or projects, also noted in this policy as a "Substantial Gift", found within Shorewood parks. . For the purposes of this policy, "Substantial Gift" is defined as at least 50% of the estimated cost of (a) new construction, remodeling, or renovation; (b) developing a new real property, i.e. park buildings, structures, real estate, etc.; or (c) replacement of an existing, unnamed facility or landmark that requires substantial renovation at the time of the gift. Items found in this policy include park structures (pavilions, warming houses, shelters, plazas, etc); real estate to be used for parks, trails, or open space, interpretive areas, or active recreation; or other large-scale projects as discussed with the Park Commission and City Council. 2. DONORS AND DONATION "Donors" or "Donation" as defined in this policy means a substantial financial contribution toward the cost of an amenity or project. This contribution is defined as at least 50% of the total estimated cost of stated amenity or project. Recognition may be in honor of individuals, groups of individuals, or corporations. a) Donors or donor representatives must sign a donor agreement that delineates terms of the contributions, unless donor wishes to remain anonymous. The Donor Agreement will include the following: (1) In the event of demolition or deconstruction of a structure, its recognition or any part of it shall be subject to new recommendations. (2) The style of recognizing structures and facilities should be consistent with the City's visual standards, or adhering to any City ordinances. PARK COMMISSION MEETING MINUTES August 10, 2004 Page 7 of 9 (3.) The Director of Public Works or designated staff person is responsible for overseeing compliance with policy requirements, including completion of consultations and approvals, securing signatures on donation agreements by donor, donor representative, and City of Shorewood. (4) Groundbreaking, dedication, or other ceremonies relating to gifts, shall be reviewed by the Park Commission and approved by the City Council. (5) The City Council may rescind a donor's recognition for just cause. "Method of donor recognition must be agreed upon and formally approved by City Council prior to signing the donor agreement. (b) The nature of the donation will assist in determining the type of recognition. (c) A plaque, or other negotiated signage, may be placed on a building, room, or facility to recognize a Donor. The design, wording, size, and location of the plaque require the approval of the City Council. (d) A donor recognition or memorial plate may be affixed to routine furniture items. The City shall specify the size and location of the donor plate and the donor will pay for the plate and engraving. The City shall approve the wording of the donor plate and affix the plate to the furniture. (e) Plaques or markers will not be placed for routine tree donations. (f) Donations of a routine nature (e.g., trees, park benches and other furniture) shall be reviewed by the Public Works Director and/or the Park Commission. (g) The donor shall pay for the delivery and installation of the amenity and/or donor recognition plaque or plate. (h) The option of funding the amenity for life of said amenity is negotiable and would require assurance of sufficient funding. There is no exclusive right to sole recognition in cases of expansion or other structural modifications. Recognition carries no power of direction to the City on matters of schedule, design, furnishing, or priority of use. 3. PROPOSALS PARK COMMISSION MEETING MINUTES August 10, 2004 Page 8 of 9 Proposals must have the written approval of the person or corporate representative for whom the recognition is to be given. If the person is deceased, the approval of the family or designated representative should be obtained. If the person is deceased and there is not family or a designated representative, recognition can proceed through the submission process. 4. PROCESS AND PROCEDURES FOR SUBMISSION OF PROPOSAL Any proposal for recognition shall be made through a formal submission process to the Park Commission. The Park Commission will make a recommendation on the proposal to the City Council. Procedures governing approval of recognition proposals are set forth below and may also be supplemented by such operational guidelines as the City of Shorewood may adopt from time to time. Exceptions from policy requirements must be authorized by the City Council in advance of the donation. Step One A Schematic design and details will be submitted to the City of Shorewood and shall include the following elements: (a) A scaled architectural drawing or plan drawn to scale to be completed by a landscape architect or civil engineer, registered in the State of Minnesota, and would include: 1. site plan 2. architectural details 3. landscape plan 4. tree preservation plan 5. sign or memorial detail Please note: The Schematic design phase of the submission process will be overseen by the appropriate departments of the City of Shorewood according to established procedure. Proposed recognition should be designated at the time of submission of schematic design, as found in Step One, a5. Recognition may not be allowed after the amenity is operational except by Council review and approval. Step Two: After submission of the schematic design, the individual, group, or corporation will formally present their request to the Park Commission. The Park Commission will then make a recommendation to City Council. Step Three: Upon approval by City Council, the Donor Agreement will be signed and kept on record with the City of Shorewood. 5. METHOD OF PAYMENT AND RESPONSIBILITIES OF DONATION Donation associated with recognition proposals can be made by the donor with financial assurity or cash escrow for the full amount of the donation and shall be submitted to the City prior to the commencement of construction of amenity or project. PARK COMMISSION MEETING MINUTES August 10, 2004 Page 9 of 9 Individual donors may gift a portion of their contribution through an irrevocable trust or a contractual bequest mechanism. Should the donor renege on any payment once the project has commenced and the donor agreement has been signed, the City shall be allowed to keep any portion of the donation already paid, and recognition shall not apply. Should the City fail to use the funds for the stated purpose in the Donor Agreement, the funds shall be returned to the donor. 6. NAMING The City of Shorewood will commemorate long-term service to the community or to a distinguished person, and such recognition is contingent upon Council review and approval. The City of Shorewood will consider naming opportunities for outstanding contributions, such as a parcel of land or new donation outside the geographic confines of the existing park system. The City prefers not to name facilities within its park system that are made possible with donations. Naming a building in honor of a person who has given extraordinary distinguished service to the city will not normally be considered until after his/her substantive formal relationship with the city has ended. The name used should normally be the family name, or in the case of a corporate entity, the shortest possible name. Unless the City Council determines otherwise, a name may be used only once. 7. STEWARDSHIP Stewardship requires that the City of Shorewood honor the expectations of donors and abide by gift agreements, including recognition provisions. Recognition is generally expected to last the lifetime of the building, facility, unit, program, or other endeavor. There may nonetheless be extraordinary circumstances that justify cessation of the use of a recognition, or "renewed recognition," such as change in use, substantial renovation, or demolition of an existing building, facility, or part thereof, major programmatic changes, failure of a donor to meet the financial commitment of the donor agreement, or other situations unforeseeable at the time of the original recognition. In all cases, the City Council must approve the renewed recognition. The City of Shorewood sincerely wishes to thank all donors for contributions made to the City.